What Is Microsoft Information Protection and How Does It Work
Microsoft Information Protection is now called Microsoft Purview Information Protection. It gives one system to find, sort, label, and protect sensitive data. Companies handle data like credit card numbers, government IDs, customer PII, money records, contracts, and shipping papers. These types of data show up in cloud services, file shares at work, and mixed environments. The platform uses sensitivity labels and data loss prevention rules. This helps companies keep their information safe wherever it is stored.
Key Takeaways
Microsoft Information Protection helps companies find and label sensitive data. It protects things like credit cards and personal IDs. It works in the cloud and at work.
The platform uses sensitivity labels to keep data safe. It also uses data loss prevention rules. These rules stop leaks and help companies follow laws. It does this automatically. It works on many devices and file types. It protects data with strong encryption. It controls who can open or share files.
Microsoft Information Protection works with Microsoft 365 apps. This makes it easy for users to protect data. They can do this while using tools like Word, Teams, and Outlook. Using this system saves time and money. It lowers risks and stops data leaks. It also helps companies follow rules like GDPR and HIPAA.
Microsoft Information Protection Overview
Purpose and Scope
Microsoft Information Protection helps groups keep important data safe. It finds and sorts files and emails using a special system. The system puts labels on data based on how private it is. These labels can lock files or limit who sees them. The platform does this automatically in Microsoft 365. This means data stays safe from start to finish.
Note: Microsoft Information Protection keeps data safe. Information governance controls how long data is kept or deleted. Both work together to protect and manage data.
Microsoft Information Protection works with many file types. It protects Word, Excel, PowerPoint, PDFs, images, and Power BI files. The solution works on Windows, iOS, Mac OSX, Android, and Linux. It can protect files stored at work or in the cloud. Some features, like Double Key Encryption, give more control. The platform works with Azure Rights Management. It lets companies set rules for certain people or groups.
Key Benefits
Groups using Microsoft Information Protection see many good things:
It helps follow laws by sorting and labeling data automatically.
It keeps data safe by using sensitivity labels to stop leaks.
It teaches workers about data safety, so they make fewer mistakes.
It stops leaks by helping people spot and handle private data.
It makes work easier by making data protection simple.
Managing risks and stopping insider threats makes security stronger. The system stops sharing and leaks during the whole data life.
Studies show that using Microsoft Information Protection saves time and money. It finds threats faster and helps fix problems quickly. It also helps follow rules and lowers costs from data leaks.
How It Works
Microsoft Information Protection keeps important data safe in many places. It works with Microsoft 365, Azure, on-premises servers, and other cloud services. This lets companies protect data in one system, even when data moves around.
Data Discovery
The first step is to find sensitive information. Microsoft Information Protection scans files, emails, and databases for private data. It uses built-in types, custom patterns, and trainable classifiers. The system looks for things like Social Security numbers and credit card details. It can find data by itself or with help from people. Companies can connect other tools, like Spirion, to find more data.
Tip: Data discovery works in Microsoft 365, Azure, and other apps. This helps companies find private data wherever it is.
The platform also checks devices like laptops and phones. This helps keep data safe if someone copies it to a USB drive or uploads it to the cloud.
Classification and Labeling
After finding private data, the next step is to sort and label it. Microsoft Information Protection uses models to classify data, like driver's license numbers or money records. It scans both databases and documents or images.
Companies make sensitivity labels in Microsoft Purview. These labels can be added by the system or by people. For example, a label might say "Confidential" or "Internal Use Only." Labels stay with the data, even if it moves.
Sensitivity labels are managed in one place for all systems.
Auto-labeling rules help add labels based on what is in the file.
Companies can test and change rules to make sure they work.
Note: Using the same labels everywhere helps companies follow rules and avoid mistakes.
Protection Methods
Once data is labeled, Microsoft Information Protection keeps it safe. The system uses strong encryption for stored data and data being sent. Azure Rights Management controls who can open the data. Only allowed users can see protected files, even if shared outside.
The platform uses rules to control what people can do with data. These rules can stop copying to USB drives, printing, or sharing with the wrong people. Microsoft Information Protection also protects emails, Teams messages, and files in SharePoint or other clouds.
Encryption keys are kept safe with trusted hardware.
Rights management tools decide who can see or change files.
The system tracks who opens files and gives reports to help companies watch data use.
Companies use these tools to stop leaks and follow rules like GDPR.
Microsoft Information Protection also works with on-premises data and other clouds. Tools like Azure Information Protection Scanner and Defender for Cloud Apps help protect data in many places. This keeps private data safe, no matter where it goes.
Features
Sensitivity Labels
Sensitivity labels are like digital stickers for data. They help sort and protect files in Microsoft 365. These labels put special info inside files and emails. This info makes sure only certain people can open them. Labels can stop someone from sharing or printing a file. They can also add marks to show how private the data is.
Companies use sensitivity labels to control who sees information. Labels work with Azure Rights Management to lock files. Only certain users or groups can open them. Labels can be added by the system if a file has private info. People can also add labels themselves.
Sensitivity labels help companies follow rules like GDPR and HIPAA. They use smart computers to find and label private data. Labels keep data safe even if it leaves the company.
Labels work in Teams, SharePoint, and Microsoft 365 groups. At the workspace level, labels control sharing and privacy. At the file or email level, labels lock files and limit access. Labels also work with Data Loss Prevention to stop risky sharing.
Sensitivity labels:
Sort and protect files, emails, Teams, and SharePoint.
Lock files and control who can open them.
Can be added by the system or by people.
Help stop leaks and follow rules.
Give reports to help watch data.
Data Loss Prevention
Data Loss Prevention (DLP) helps stop private data from leaving by mistake. DLP checks files, emails, and messages for secret info. If DLP finds private data, it can block sharing or lock the file.
DLP works in Microsoft 365 like Exchange, SharePoint, OneDrive, and Teams. It also protects computers like Windows and Mac. DLP uses rules to find things like Social Security numbers. It can check over 400 file types and read text in pictures.
DLP helps companies avoid leaks and follow rules. The system changes controls if risk goes up. DLP works with sensitivity labels for stronger safety.
Microsoft Information Protection stands out by always locking files, controlling data leaving, and working with non-Office files. It adds marks to PDFs and watches copy-paste actions.
Integration with Microsoft 365
Microsoft Information Protection works well with Microsoft 365 apps. Users can add sensitivity labels in Word, Excel, PowerPoint, Outlook, SharePoint, and Teams. This lets companies sort and protect data without extra tools. Labels and DLP work together to keep data safe everywhere.
Modern Office apps show the same labels in every app. Exchange Online uses mail rules to find private info and protect it. Azure Information Protection adds labels and locks to files outside Microsoft apps.
Microsoft Information Protection works on Windows, Mac, Android, and iOS. Users can work together on safe files from any device. The platform also protects other apps and custom tools using its SDK and APIs. This keeps data safe everywhere.
"Using a container label to set permissions meant users could open one document in a team or SharePoint site, but could not see secret documents by accident. This was a big part of Microsoft Purview Information Protection that no other product had." – Usman Abubakar Ehimeakhe, Marketing Coordinator at EY Technology
Use Cases
Document and Email Protection
Microsoft Information Protection helps keep documents and emails safe. It stops people who should not see them from getting in. Sensitivity labels mark files and messages by how private they are. Azure Information Protection locks data and controls who can open or share it. Rights Management limits what users can do with files. For example, it can stop copying, printing, or sending files to others. Email protection uses special codes like S/MIME and Microsoft Purview Message Encryption. Multi-factor authentication adds extra safety by asking for more than a password. Conditional access checks where users are and what device they use. Only approved devices can open private content. Document tracking lets companies see who opens files. Revocation lets them take back files even after sharing.
Sensitivity labels stay with files and emails. This keeps protection on the data wherever it goes.
Compliance Support
Many groups must follow strict rules to keep data safe. Microsoft Information Protection helps with rules like GDPR, HIPAA, ISO 27001, and ISO 9001. The platform uses Microsoft Purview Compliance Manager to help plan and track rules. It sorts and labels data automatically to find and protect private info. Data loss prevention stops secret data from leaving the company. Auditing and reports help show that rules are being followed. This lowers the chance of fines and helps with audits.
Multi-Environment Security
Companies keep data in the cloud, at work, and in mixed setups. Microsoft Information Protection keeps data safe in all these places. It uses tools like Microsoft 365 Security Center to watch and manage everything. Multi-factor authentication and data locks protect data when stored or sent. Role-based access control gives people only the permissions they need. Watching and reporting helps find threats fast. Microsoft Compliance Manager helps set rules and check if they are followed. Training workers helps them know how to keep data safe.
Use many layers of defense to protect devices, people, and data.
Focus on the most important things first.
Give people only the access they need and only when needed.
Treat every place where data is kept as important.
Always check and update who can get in.
Heathrow Airport uses Microsoft Information Protection to keep real-time data safe from many systems. This helps make the airport safer and follow rules in a busy place.
Microsoft Information Protection gives one way to find and protect sensitive data. It works in the cloud and at work. Its tools help companies keep information safe and follow rules. Experts say to use these steps:
Use both manual and automatic ways to sort data for better results.
Change rules over time and slowly protect more data.
By doing these steps, companies get safer data and manage risks better.
FAQ
What is Microsoft Information Protection?
Microsoft Information Protection is a group of tools. These tools help companies find and sort sensitive data. They also label and protect important information. The system works in the cloud, at work, and in mixed setups. It keeps data safe and helps companies follow rules.
What types of data does Microsoft Information Protection secure?
The platform protects many kinds of private data. This includes money records and ID numbers. It also covers health info, contracts, and ideas. Emails, documents, pictures, and cloud app data are protected too.
What makes Microsoft Information Protection different from other solutions?
Microsoft Information Protection uses one system for everything. It works with Microsoft 365, Azure, and other clouds. The platform adds labels, locks data, and stops leaks. It gives reports and helps companies follow world rules.
What are sensitivity labels in Microsoft Information Protection?
Sensitivity labels are special tags for data. They mark files, emails, and other things by privacy level. Labels control who can see, share, or change data. Labels stay with the data, even if it moves.
What is the first step in using Microsoft Information Protection?
The first step is finding private data. The system checks files, emails, and databases for sensitive info. It uses built-in patterns and custom rules. This helps companies know where their important data is.